Oct 06 2023 04:46 PM
Oct 06 2023 04:46 PM
I am facing a dilemma. One employee seems to insist on using Google Docs for their work, and I am concerned about the security of company documents being stored in a location that we cannot administratively secure and the legal ramifications that I *think* come with it.
Unfortunately, I am not receiving much support from management on this issue. People are struggling to see the importance of it or the risk, or I'm simply wrong.
However, we have multiple data security agreements
I am not fulfilling our legal agreements if I am unaware of what documents are being stored off-site or have no control over their multi-factor authentication as just one other example, which our agreements require.
When I expressed my concerns, I received pushback, with some suggesting that we do not know if anything sensitive is being stored there. However, this is precisely the issue at hand?
There are also practical concerns, such as requiring everyone who works with this colleague to use Google Docs to view and edit documents. However, my primary focus is on security, which I am not an expert in.
Do any of you have suggestions on how to address this issue? I appreciate any advice or insights you may have.
I should add they are signing in with their ms work account - and I see we have a google workspace enterprise app(setup long before me). Some users are already in but going forward I disabled further access putting it behind a admin request. Hopefully this is helpful context
Oct 06 2023 05:54 PM
You can refer this link on more insight:
Oct 06 2023 08:24 PM
Oct 08 2023 11:41 PM
That is a valid concern you have about security however you need to tackle it from a broader perspective. I see some other people have already posted some great information but I'll add my personal touch to my reply.
The first thing you need to understand is why they prefer Google Docs for some insights. As Admin you need to put yourself into the user's shoes and think why do I prefer this?
When one of these answers is yes, you might need to organize some training moments to make sure they are comfortable using the M365 suite and show them the benefits and collaboration possibilities. This link can be useful: Microsoft 365 Training
The second thing is as you mentioned security, This way of working is not that secure and makes it really hard to keep track of all the data that is flowing around in the company. As @Tristan999 said you best inform management of this issue and educate them on the possible risks and possible legal results. Make sure they understand the importance of data governance and compliance.
The best thing you can do is flag it, if they don't care they don't however you raised this issue and you have it on paper that you did the best you could.
Hope my take assists in understanding the situation and hopefully you can sort out this issue!